Data Standard System Administration Rev. 6/30/2019

Ownership and History

Standard prepared by: Josh Whitlow

Data steward(s) Ronda Devine, (502) 564-5279, ext. 4444 Josh Whitlow, (502) 564-5279, ext. 4450

Office(s) Office of Finance and Operations

Revision history June 30, 2019

• Updated data steward information

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Contents Ownership and History ....................................................................................................................... 1

Overview .................................................................................................................................................. 3

Section A – District ................................................................................................................................ 4

Section B – School .................................................................................................................................. 6

Section C – Attendance Codes ............................................................................................................ 8

Section D – Calendar ............................................................................................................................. 9

Section E – Grade Levels .................................................................................................................... 10

Section F – Schedule Structure ....................................................................................................... 11

Section G – Terms ................................................................................................................................ 11

Section H – Periods ............................................................................................................................. 12

Section I – School Months ................................................................................................................. 13

Section J – School Days ...................................................................................................................... 14

Section K – Diploma Codes ............................................................................................................... 15

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Overview

Description Standardized school and district information forms the foundation for the Kentucky Student Information System (KSIS). The federal requirement is that each school board must have their own policy on what student registry information will include, per FERPA, because student registry information may be released to the public.

Regulation citation(s) • KRS 158.060, KRS 158.070, KRS 159.035

Data use • Registry Information, mailing labels and reports • Data Sharing between systems: Assist, Kentucky Center for Statistics (KYSTATS)

Training Resource: USPS Abbreviations Campus Community: District Information; School Information

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Section A – District

Campus Path: System Administration / Resources / District Information Please enter all information using upper and lower case. This data is extracted by KDE for mailing labels and other reports and should be uniform across all districts.

District Name and State District Number are state-owned fields. This information will be entered by KDE and will be visible in district editions as locked, read-only fields. District Contact Information First Name: Enter legal first name of the superintendent Last Name: Enter legal last name of the superintendent Phone: Enter the district office phone number - Format: (###) ###-#### Fax: Enter the district office fax number - Format: (###) ###-#### Email: Enter the email address of the superintendent

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Address: Use standard USPS abbreviations. If PO Box, enter here. NO PUNCTUATION, upper and lower case – example PO Box 458 City: Enter the city of the mailing address State: Enter the state of the mailing address (system defaults to KY) Zip Code: Enter the zip code of the mailing address Physical Address: Use standard USPS abbreviations - NO PUNCTUATION, upper and lower case

• Court - Ct • Road - Rd • Avenue - Ave • Street - St • Boulevard - Blvd • Parkway - Pkwy • Highway - Hwy • Route - Rt • Lane – Ln • Circle - Cir • Place - Pl • Drive – Dr

City: Enter the city for the physical address State: Enter the state for the physical address (system defaults to KY) Zip: Enter the zip code of district office’s physical address

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Section B – School

Campus Path: System Administration / Resources / School Please enter all information using upper and lower case. This data is extracted by KDE for mailing labels and other reports and should be uniform across all districts.

School Name, Location Number, School Type and State Classification are state-owned fields. This information will be entered by KDE and will be visible in district editions as locked, read-only fields. Phone: Enter the school’s phone number -Format: (###) ###-####

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Fax: Enter the school's fax number - Format: (###) ###-#### Principal: Enter full legal name of the school principal Principal Email: Enter the email address of the school principal Address: Use standard USPS abbreviations. If PO Box, enter here. NO PUNCTUATION, upper and lower case City: Enter the city of the school’s mailing address State: Enter the state of school's mailing address (system defaults to KY) Zip Code: Enter the zip code of school’s mailing address Physical Address (use standard USPS abbreviations): NO PUNCTUATION, upper and lower case

• Court - Ct • Road - Rd • Avenue - Ave • Street - St • Boulevard - Blvd • Parkway - Pkwy • Highway - Hwy • Route - Rt • Lane – Ln • Circle - Cir • Place - Pl • Drive – Dr

City: Enter the city of school’s physical address State: Enter the state of school's physical address (system defaults to KY) Zip Code: Enter the zip code of school’s physical address FRYSC Center: Select the appropriate center from the dropdown box. Contact Tonya Cookendorfer (Tonya.Cookendorfer@ky.gov) for changes/additions to the list of centers. Title I: Title I information is now contained in the School History section of this tab. See separate document for more information regarding Title I.

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Section C – Attendance Codes

Campus Path: System Administration / Attendance / Attendance Codes

Code: Enter the Attendance Code as it should appear in the drop down menu State Code: Select the appropriate State Code from the drop down menu Description: Enter the description of the Attendance Code Status: Select the appropriate Status (Absent, Present) from the drop down menu Note: Tardy should not be selected; KY attendance is based on minutes absent/present Excuse: Select the appropriate Excuse (Excused, Unexcused, Exempt) from the drop down menu: State Code, Status, and Excuse for frequently used attendance codes: Armed Forces Day = AFD; Status = Absent; Excuse = Exempt Armed Forces Rest and Recuperation = AFR; Status = Absent; Excuse = Exempt Athlete Tournament Attendance = ATA; Status = Present; Excuse = Exempt Basic Training in the U.S. Armed Forces = BT; Status = Present; Excuse = Exempt College Visit = O: Other; Status = Absent; Excuse = Exempt Educational Enhancement Opportunity = EHO; Status = Absent; Excuse = Exempt Illness Related Closing (flu like symptoms) = ILD/ILE/ILP; Status = Absent; Excuse = Excused Illness Related Closing (flu like symptoms) = ILU; Status = Absent; Excuse = Unexcused Field Trip = O: Other; Status = Present; Excuse = Exempt 4-H Activities = O: Other; Status = Present; Excuse = Exempt Home Hospital = O: Other; Status = Present; Excuse = Exempt Honor Guard = O: Other; Status = Present; Excuse = Exempt State Fair = O: Other; Status = Absent; Excuse = Exempt Suspension = S: Suspended; Status = Absent; Excuse = Unexcused Carryover Expulsion Excused = CXE = O: Other; Status = Absent; Excuse = Exempt Carryover Expulsion Unexcused = CXU = O: Other; Status = Absent; Excuse = Exempt Districts should not create Exempt codes other than those listed above.

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Section D – Calendar

Campus Path: System Administration / Calendar / Calendar / Calendar Tab

Name: Name of the calendar for the school Start Date: Enter the start date of the fiscal year – 07/01/#### End Date: Enter the end date of the fiscal year - 06/30/#### Type: Choose Instructional from the dropdown menu

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Section E – Grade Levels

Campus Path: System Administration / Calendar / Calendar / Grade Levels Tab

Name: Enter the grade name as you want it to appear in the system dropdown menu. Sequence: Enter the sequence number as shown in the State Grade Mapping chart above. State Grade Level Code: Verify each grade level is mapped to the appropriate state code. This must be done for state reporting purposes. State Grade Level 20: Post-Secondary should be selected for those persons taking adult classes. Adult education students enrolled in this grade level should be marked state exclude and scheduled into a calendar marked Exclude. Kindergarten Code: For Grade 00 select from the dropdown menu the type of Kindergarten offered at the school, if applicable. Options are Half-Day Kindergarten, Full-Day Kindergarten or Full and Half Day Kindergarten.

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Section F – Schedule Structure

Campus Path: System Administration / Calendar / Calendar / Schedule Structure Schedule Structure Editor: To add a Schedule Structure click New and add schedule Name

Most schools should only have one schedule structure.

Section G – Terms

Campus Path: System Administration / Calendar / Calendar / Terms Terms Editor: To add a new term/term schedule click New Term Schedule/Terms

Term Schedule Detail: Enter name of Term Schedule Term Detail: Enter name of Terms, Sequence, Start, and End Date. Terms must cover all instructional days in order for attendance reports to calculate correctly.

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Section H – Periods

Campus Path: System Administration / Calendar / Calendar / Periods Periods Editor: To add a new period schedule click New Period Schedule

Period Schedule Info: Enter the name of Period Schedule Period Info: Enter the Name, Sequence, Start Time, End Time, and Non Instructional Time, if applicable, for each period. Mark if the period is a Non Instructional Period, if applicable. Standard Day Box: Periods, with the Standard Day box checked, determine the length of the school day used for attendance calculations. Instructional periods can be outside the standard day, for example night classes or early bird classes. Note: Start Time and End Time should be consecutive between periods. Non instructional time includes time during the day for lunch, recess and passing time that is in excess of 5 minutes.

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Section I – School Months

System Administration / Calendar / Calendar / School Months

School Month Editor (Attendance Months): Add school months. Enter beginning and ending date of school calendar months; total should equal 20 days, excluding days marked:

• Other (M) • Weather (W) • Break (K) • Makeup (U) • Closed Due to Illness (I)

Note: Month 10 date ranges need to include all days in the calendar, including makeup days.

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Section J – School Days

Campus Path: System Administration / Calendar / Calendar / Days

Day Detail: Choose the day you want to edit and mark if the day is a School Day, Instruction Day, and/or Attendance Day School Day, Instruction and Attendance checkboxes:

• For Opening (O), Closing (C), Teacher Equivalency (E), Professional Day (P), Holiday (H), Planning (G), and Disaster (D) days, only the School Day checkbox should be marked.

• For all days in which students are in attendance, the School Day, Instruction and Attendance checkboxes must all be checked

• For Closed Due to Illness (I), Weather Cancelled (W), Break (K), Makeup (U), and Other (M) days, none of the three checkboxes should be marked.

• For Non-traditional Instruction (N) days, the School Day and Instruction checkboxes should be marked.

Start Time: Enter start time of shortened school day. Note: Time should only be entered if start time is different from Period Schedule for that day (e.g. One-hour delay). End Time: Enter end time of shortened school day. Note: Time should only be entered if end time is different from Period Schedule for that day (e.g. Early Dismissal). Duration: The duration will be calculated automatically from entries in the Start and End Time fields.

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Day Events: To add a day event, choose Add Day Event and select the appropriate Event. Non-attendance days: Opening (O), Closing (C), Teacher Equivalency (E), Professional Day (P), Holiday (H), Planning (G), Disaster (D), Closed Due to Illness (I), Weather Cancelled (W), Break (K), Makeup (U), Other (M), Non-traditional Instruction (N) Attendance days: Regular (R), Low Attendance Weather SAAR (L)

Section K – Diploma Codes

Campus Path: System Administration / Custom / Attribute Dictionary / Graduation / Diploma Types / Dictionary Local diploma types must be mapped to state diploma codes in order for the dropout and graduation reports to work correctly.

The State Diploma codes are:

Standard Code Diploma Name 1 Advanced Diploma (no longer offered) 2 Alternative Diploma 3 Commonwealth Diploma (no longer offered) 4 District/State Approved Secondary GED (no longer offered) 5 General Diploma 6 Adult GED (formerly listed as Secondary GED)

Depending upon what type of other credentials are being used, 6 may or may not be the correct code for Other Credential (shown in screenshot).